University Study Abroad Planner

About the Role

This position is responsible for all aspects of full-service university study abroad programs of various size and scope, including group air, hotel, and transfers. The primary responsibility is to manage all facets of the planning process and serve as the primary point of contact for study abroad clients.

Schedule

8:00 AM – 5:00 PM, Monday through Friday (Central Time). Ability to work evening hours, weekends, and longer hours during high-volume periods.

Responsibilities

• Source air charters when requested.
• Source hotels, meeting space, and transportation.
• Provide hotels with rooming lists, revisions, and team itineraries.
• Request and review final folios and invoices and provide to coach/university.
• Source meeting space, team meals, and AV requirements.
• Manage programs from concept to completion, including meeting and exceeding program goals and objectives, contracting with suppliers, creating cost estimates for budget purposes, program execution, and reconciliation.
• Lead discovery calls to engage customers and learn about meeting needs, focusing on program goals and objectives, and including all internal stakeholders.
• Make destination recommendations; submit eRFPs through Cvent for diverse customers, considering program goals, objectives, budget, and space.
• Produce accurate documents/reports for clients and vendors in conjunction with account needs.
• Conduct effective vendor negotiations and contract execution, including terms, due dates, cost savings, and concessions for hotel/venue, ground transportation, DMC, audio-visual production, and food & beverage.
• Facilitate contract execution between parties in a timely manner.
• Provide meeting owners/requesters with a summary of all terms, due dates, total costs, and deposits to meet and exceed program timelines and deadlines.
• Record accurate budget, cost, savings, and contract execution in Cvent or applicable systems.
• Travel on-site with programs as needed; maintain a professional demeanor and project a positive reflection of the company.
• Manage program reconciliation, invoicing, accounts payable, and accounts receivable for each program; ensure timely payment processing and revenue reconciliation.
• Provide exceptional service and manage relationships with meeting owners.
• Proactively offer professional recommendations to clients based on industry knowledge and expertise to secure repeat business.
• Embrace core values of Connect, Evolve, and Deliver.
• Engage in professional, collaborative, and supportive interactions with employees, clients, suppliers, and vendors.
• Work independently as well as part of a team.
• Demonstrate appropriate and professional written and verbal communication.
• Meet deadlines, handle and prioritize simultaneous requests.
• Use creative and analytical thinking with strong problem-solving and consultative skills.
• Demonstrate calm under pressure, be a proactive contributor, and eager to learn.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Minimum of 3 years of meeting planning experience.
• Minimum of 3 years of Sabre knowledge.
• Cvent knowledge.
• Proficiency in Google Suite and Microsoft Office Suite.
• Ability to do basic math and interpret information.
• Attention to detail and regular, reliable attendance.

Preferred Qualifications

• University student and athletic group experience.

Skills

• Demonstrate a collaborative work style using a consultative approach with clients and peers to quickly assess information, anticipate issues and outcomes, and make effective recommendations; escalate to leadership when necessary.
• Strong knowledge of domestic and international destinations, hotel brands, and venues.
• General working knowledge of e-RFP, registration technology, and online booking tools used in events.
• Identify process efficiency opportunities and challenge the status quo; work with the leadership team on efficiency opportunities, account-specific best practices, and continual improvement.
• Strong organization skills and attention to detail.

Benefits

• Company-paid basic life and AD&D insurance.
• Company-paid short-term disability.
• Voluntary long-term disability insurance.
• Robust wellness program with incentives to save money on medical insurance premiums.
• Supplemental life, accident, cancer, critical illness, identity theft protection, and legal coverage.
• Three medical plan offerings, including a High Deductible Health Plan, HMO plan (available in select states), and a co-pay medical plan.
• Health Savings Account (HSA) with company core contribution and match per pay period if enrolled in the HDHP medical plan.
• Flexible Spending Accounts and Dependent Care Savings Account.
• Dental and vision insurance plans.
• 9 company-paid holidays, including the day after Thanksgiving.
• Generous paid time off programs for vacation and sick days.
• Employee Assistance Plan with access to Talk Space Therapy.
• Family Medical Leave and Paid Parental Leave (4 weeks).
• Maternity benefits utilizing company-paid short-term disability, plus Parental Leave (4 weeks).
• Bereavement leave.
• 401(k) retirement plan with a generous match per pay period.
• Student loan payment match.

Pay

USD $40,000.00 – USD $60,000.00 per year.